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Stephen F. Austin State University Minutes of the Board of Regents Nacogdoches, Texas January 29 and 30, 2007 (Volume 234) BOARD MINUTES FOR JANUARY 29-30,2007 VOLUME 234 Page Executive Session Personnel Matters Regarding Specific University Employees 2 Election of President 07-09 Election of Dr. Baker Pattillo as eighth President of the University 3 Special Recognitions 3 Approval of Minutes 07-10 Approval of October 18 and 19, December 15, December 20,2006 and January 3, 2007 Minutes 3 Personnel 07-11 Approval of Personnel items Faculty Appointments for 2006-2007 Staff Appointments for 2006-2007 Changes of Status for 2006-2007 Retirements Academic and Student Affairs 07-12 Approval of Academic and Student Affairs Items University Scholars Scholarship Increase Increase Annual Scholarship Allocation for Office of International Programs Proposal to Name the William W. Gibson Entomarium (Tabled) Regents Scholarship Requirement Change Financial Affairs 07-13 Approval of Financial Affairs Items 8 Budget Changes Less Than $100,000 Authorization for Mid-Year Raises Resolution to Approve Qualified Financial Institutions and Investment Brokers Resolution to Acknowledge Review of Investment Policy and Strategy Heating System Boiler Replacement in Hall 15/18 Repairs to Residence Hall 15/18 Plant Operations Chiller and Cooling Tower Lease of Space for Banking Services in Student Center Approval of Contract with Collections Services Building and Grounds 07-14 Approval of Building and Grounds Items 9 Acceptance of De Witt Gift and Naming of Richard and Lucille DeWitt School of Nursing Approval for Naming of Bob and Dot Banks Baseball Stadium Approval for Naming of Women's Basketball Office Suite Request for Proposal-Education Research Center-Architect Request for Proposal-Education Research Center-Construction Manager at Risk Authorization for Demolition of Birdwell Building (Tabled) Proposal to Commission "The Lumberjack" Bronze Monument and Maquettes from Sculptor Michael Boyett (Tabled) Authorization for Campus Way-Finding Signage Project University Policies and Procedures 07-15 Approval of Policy Revisions 11 Access to Secure Computing Facilities ((F-32) Add Drop (A-5) Allocation of Information Technology Resources (F-39) Best Value Procurement (C-7) Communication Services (F-29) Computer Equipment Purchases (C-8) Computer Hardware and Software Acquisition (F-7.5) Computer Replacement Policy (NEW) Contracting Authority (C-9) Distribution of SFA Alumni Foundation Scholarships (C-51) Faculty/Staff ID Cards (F-13) File Maintenance for Faculty Personnel Files (A-60) Food, Drink and Tobacco (B-8) Grade Reporting (A-41) Graduate Assistantships (A-20) Honorary Degree (D-18) Indirect Costs Distribution (A-51) Instructor-generated Materials (A-22.1) Intellectual Property (D-20) Interlibrary Loan (A-23) Investments (C-41) Investments: Endowment Funds (C-41.A) Issuance and Control of Campus Keys (B-l 5) Library Lending (A-26) Markers and Monuments (D-47) Meeting and Conducting Classes (A-31) Monthly Calendar (F-19) News Releases (F-20) Norton HPE Complex (B-20) Off-Air Recording of Broadcasts for Education Use (A-33) Out of State Travel/Study (A-36) Photographic Reprints (F-22) Printing Services (F-23) Procurement Card (C-44) Public/Student Health (D-26) Purchase Voucher (C-31) Return to Work (E-62) Satisfactory Academic Progress for Financial Aid Recipients (A-40) Scholarship Disbursement (F-24) Student Fiscal Appeals (NEW) Temporary Employment (E-49) University Letterhead (D-37) University Publications (D-39) Use of University Facilities (B-l) Voluntary Modification of Employment (E-54.1) Work Requests (B-52) Workers Compensation Coverage (E-55) Reports 11 President Audit Services Faculty Senate Student Government Association Appointment of Board Nominating Committee 12 Appendices Appendix 1 - Report on Budget Changes Under $100,000 Appendix 2 - Resolution to Approve Qualified Financial Institutions and Investment Brokers Appendix 3 - Resolution to Acknowledge Review of Investment Policy and Strategy Appendix 4- Proposal from Michael Boyett Studio for "The Lumberjack" Appendix 5 - Policies for Board Review Stephen F. Austin State University Minutes of the Meeting of the Board of Regents Nacogdoches, Texas January 29 and 30,2007 Austin Building 307 Monday, January 29,2007 The regular meeting of the Board of Regents was called to order at 8:00 a.m., Monday, January 29, 2007, by Chair Valerie Ertz. PRESENT: Board Members: Ms. Valerie Ertz, Chair Mr. Richard Boyer Dr. Margarita de la Garza-Grahm Mr. Joe Max Green Mr. Kenneth James Mr. Paul Pond Mr. James Thompson Ms. Stephanie Tracy Mr. Melvin White Mr. Fred Wulf President: Dr. Baker Pattillo Vice-Presidents: Ms. Debbie Baisden Mr. Steve Westbrook Dr. Marlin Young General Counsel: Ms. Yvette Clark Other SFA administrators, staff, and visitors The chair welcomed the board members and guests to the meeting. The student regent, Stephanie Tracy, led the pledge to the flags. The Building and Grounds Committee convened at 8:05 a.m. and adjourned at 12:15 p.m. Following a lunch recess during which the board members and administrators toured the SFA Science Research Center, the Finance/Audit Committee convened at 1:55 p.m. and adjourned at 4:40p.m. The Academic and Student Affairs Committee convened at 4:55p.m. and adjourned at 6:10p.m. The Marketing Committee convened at 6:15 p.m. and adjourned at 6:30p.m. -1- Tuesday, January 30, 2007 The chair reconvened the board meeting at 7:30 a.m. on Tuesday, January 30. PRESENT: Board Members: Ms. Valerie Ertz, Chair Mr. Richard Boyer Dr. Margarita de la Garza-Grahm Mr. Joe Max Green Mr. Kenneth James Mr. Paul Pond Mr. James Thompson Ms. Stephanie Tracy Mr. Melvin White Mr. Fred Wulf President: Dr. Baker Pattillo Vice-Presidents: Ms. Debbie Baisden Mr. Steve Westbrook Dr. Marlin Young General Counsel: Ms. Yvette Clark Other SFA administrators, staff, and visitors The chair immediately called for an executive session to consider the following item: PERSONNEL MATTERS REGARDING SPECIFIC UNIVERSITY EMPLOYEES Consideration of Individual Personnel Matters Relating to Appointment, Employment, Evaluation, Assignment, Duties, Discipline, or Dismissal of an Officer or Employee, including but not limited to, football coaches; library, technology, and fund raising/development personnel; vice presidents, and the president, including possible action in naming Dr. Baker Pattillo as university president (action to be taken in open session) (Texas Government Code, Section 551.074) The executive session concluded at 8:40 a.m., and the board returned to open session at 9:00 a.m. The chair welcomed special guests to the board meeting and called upon the Student Regent, Stephanie Tracy, to lead the pledge to the flags. The chair gave an inspirational reading, appropriate to the significance of the day. -2- ELECTION OF PRESIDENT Board Order 07-09 Upon motion by Chair Ertz, with all members voting aye in a roll call vote, it was ordered that the following item be approved: ELECTION OF DR. BAKER PATTILLO AS EIGHTH PRESIDENT OF STEPHEN F, AUSTIN STATE UNIVERSITY Dr. Baker Pattillo was elected president of Stephen F. Austin State University at a salary of $247,750 annually, effective immediately. A portrait of the new president was unveiled on the board wall among the portraits of all former SFA presidents, and the president signed his name in a Bible that had been signed by all former presidents. Dr. Pattillo expressed his appreciation to all those friends and university supporters who were present, recognized his family, and introduced special guests with him for the day, including former regents and former SFA president, Dr. William R. Johnson. State Representative Wayne Christian read a resolution honoring Dr. Pattillo passed by the Texas House of Representatives. Regent James read a certificate of recognition from Governor Rick Perry, and Regent Wulf read a resolution from the Texas Senate sent by Senator Robert Nichols. SPECIAL RECOGNITIONS Special recognition was given by Athletic Director Robert Hill to the 2006-2007 Ladyjack Volleyball team with coach Debbie Humphries. Provost Dr. Marlin Young introduced Shirley Dickerson, Interim Director of the Steen Library. Debbie Baisden, Vice President for Finance and Administration, introduced Harold Hall, Assistant Director of the Physical Plant, and thanked David Mohundro and Glynn Hartt for their work in building a credenza for the president's office. Steve Westbrook, Interim Vice President for University Affairs, introduced Urisonya Roberson, Coordinator for the Multicultural Center, and Sam Smith, Director of the Student Center. Dr. Pattillo introduced Robin Wright, Director of the Academic Assistance and Resource Center, and congratulated her on receiving the Texas Higher Education Coordinating Board Star Award. Chair Ertz and Regent Wulf presented Jamie Fain, Director of Housing, with a Lumberjack Axe on the occasion of her retirement after 22 years with SFA. APPROVAL OF MINUTES Board Order 07-10 Upon motion by Regent Green, seconded by Regent White, with all members voting aye, it was ordered that the minutes of the October 18 and 19, 2006, December 15, 2006, December 20, 2006, and the January 3, 2007 meetings be approved. -3- PERSONNEL Board Order 07-11 Upon motion by Regent Pond, seconded by Regent Grahm, with all members voting aye, it was ordered that the following personnel items be approved. FACULTY APPOINTMENTS FOR 2006 - 2007 Education Larry Cupit Instructor of Elementary Education, M.A. (Stephen F. Austin State University) at a salary of $42,000 for 100 percent time for nine months, effective January 16, 2007, contingent upon completion of doctorate by spring 2013. Liberal and applied Arts Dr. Matthew Tippens, Visiting Assistant Professor of History, Ph.D. (Texas Tech University) at a salary of $19,000 for 100 percent time for five months, effective January 15,2007. STAFF APPOINTMENTS FOR 2006-2007 Athletics Gerald Broussard, Assistant Football Coach, at a salary of $65,433 for 100 percent time for 10.5 months, effective February 1, 2007. Darren Drago, Assistant Football Coach at a salary of $62,100 for 100 percent time for 10.5 months, effective February 1, 2007. Matthew Graves, Assistant Football Coach, at a salary of $56,925 for 100 percent time for 10.5 months, effective February 1, 2007. James C. Harper, Head Football Coach, at a salary of $117,266 for 100 percent time for 12 months, effective February 1, 2007. Arlington Nunn, Assistant Head Football Coach, at a salary of $60,237 for 100 percent time for 10.5 months, effective February 1, 2007. Todd Schonhar, Assistant Football Coach, at a salary of $53,820 for 100 percent time for 10.5 months, effective February 1, 2007. Harold Christopher Truax, Assistant Football Coach, at a salary of $57,960 for 100 percent time for 10.5 months, effective February 1, 2007. -4- Enrollment Management Dyson V. Nickle, Academic Advisor for Academic Affairs at a salary of $28,000 for 100 percent time for 12 months, effective October 9, 2006. Financial Aid Heather Rachele Nixon, Assistant Director of Financial Aid, at a salary of $44,000 for 100 percent time for 12 months, effective November 6, 2006. Fine Arts Mark A. Porter, Technical Director/Stage Carpenter, at a salary of $38,000 for 100 percent time for 10.5 months, effective January 15, 2007. Forestry and Agriculture Johnny Charles Brown, Geospatial Applications Specialist II, at a salary of $55,000 for 100 percent time for 12 months, effective November 20, 2006. Telecommunications & Networking Sandra K. Menscer, Network Support Specialist, at a salary of $37,000 for 100 percent time for 12 months, effective January 2, 2007. University Affairs Bryan Lawrence Patton, Technology Specialist, Auxiliary Services for the Student Center, at a salary of $29,000 for 100 percent time for 12 months, effective October 2, 2006. Urisonya Roberson, Multicultural Center Coordinator, at a salary of $38,500 for 100 percent time for 12 months, effective January 8, 2007. Samuel Allen Smith, Director, Student Center, at a salary of $82,000 for 100 percent time for 12 months, effective January 1, 2007. CHANGES OF STATUS FOR 2006 - 2007 Business Marcus Z. Cox, from Adjunct Faculty for College of Business at a salary of $50,000 for 100 percent time for 12 months to Lecturer/Development Officer at a salary of $50,000 for 100 percent time for 12 months, effective November 1, 2006. -5- Education Paula B.Griffin, from Adjunct Faculty of Elementary Education at a salary of $5,833.33 for 58 percent time for four months to Project Coordinator FIPSE at a salary of $37,583.26 for 100 percent time for 12 months, effective November 2, 2006. Forestry and Agriculture James Bills, from Research Associate for Forestry Systems at a salary of $43,693 for 100 percent time for 12 months to Systems Administrator I CRGSC at a salary of $45,000 for 100 percent time for 12 months, effective November 1, 2006. Housing Jordana L. Wise, from Hall Director III at a salary of $20,480 for 100 percent time for 12 months to Manager of Housing Administration at a salary of $34,220 for 100 percent time for 12 months, effective December 18, 2006. Sarah L. Hardy, from Manager of Housing Administration at a salary of $34,320 for 100 percent time for 12 months to Manager of Housing Systems at a salary of $39,200 for 100 percent time for 12 months, effective December 4, 2006. Liberal and Applied Arts Dixie Morgan, from Adjunct Faculty of Psychology at a salary of $2,625 for 25 percent time for four months to Lecturer of Psychology at a salary of $14,000 for 100 percent time for four months, effective January 16, 2007. Mark Barringer, from Associate Professor of History and Interim Associate Dean of Liberal and Applied Arts at a salary of $56,854 for 100 percent time for nine months to Associate Professor of History and Associate Dean of Liberal and Applied Arts at a salary of $61,854 for 100 percent time for nine months, effective January 1, 2007. Library Shirley Dickerson, from Associate Director of Steen Library, at a salary of $68,842 for 100 percent time for 12 months to Interim Director, with an additional stipend of $1,000 per month for the interim duties, effective January 17,2007. Jason L. Johnstone, from Web Development/Designer at a salary of $36,652 for 100 percent time for 12 months to Webmaster at a salary of $50,000 for 100 percent time for 12 months, effective December 1, 2006. -6- Sciences and Mathematics Dennis Gravatt from Interim Department Chair of Biology at a salary of $58,241 for 100 percent time for 11 months to Department Chair of Biology at a salary of $70,000 for 100 percent time for 11 months, effective February 1, 2007. RETIREMENTS Clarence Bahs, Director of School of Theatre, effective August 31, 2007. Bill Bryan, Department Chair of Human Services, effective August 31, 2007. Glender Chatman. Assistant Registrar, effective January 31, 2007. Jamie Fain, Director of Housing, effective January 31, 2007. Gerald E. Tyler, Assistant Professor of Sociology, effective December 31, 2006 ACADEMIC AND STUDENT AFFAIRS Board Order 07-12 Upon motion by Regent James, seconded by Regent Boyer, with all members voting aye, it was ordered that the following academic and student affairs items be approved. UNIVERSITY SCHOLARS SCHOLARSHIP INCREASE The University Scholars Scholarship was increased from $2,000 to $4,000 per year, renewable for a total of four years, beginning with Fall, 2007. INCREASE ANNUAL SCHOLARSHIP ALLOCATION FOR OFFICE OF INTERNATIONAL PROGRAMS (PIP) The annual allocation for international student scholarships was increased from $35,000 to $60,000 to reflect a 70 percent increase in student numbers. This will begin with Fall, 2007 and will be reflected in the FY08 budget. PROPOSAL TO NAME THE WILLIAM W. GIBSON ENTOMARIUM The invertebrate collection in the Department of Biology, which has become the third largest collection in the state of Texas, was named the "William W. Gibson Entomarium" in honor of Dr. Bill Gibson, who is in his 45th year of teaching at Stephen F. Austin State University as Professor of Biology with a specialty in entomology and invertebrate zoology. -7- It was further ordered that the following item be tabled until the April, 2007 board meeting. REGENTS SCHOLARSHIP REQUIREMENT CHANGE It is recommended by the administration that the requirement to live in on-campus housing be removed from the Regents Scholarship allowing the award to be spent on tuition and fees beginning with Fall, 2007. FINANCIAL AFFAIRS Board Order 07-13 Upon motion by Regent Thompson, seconded by Regent White, it was ordered that the following financial affairs items be approved. BUDGET CHANGES LESS THAN $100,000 The list of budget changes less than $100,000 is provided in Appendix 1. AUTHORIZATION FOR MID-YEAR RAISES The Board of Regents authorized the President to be the final level of approval for all recommended mid-year salary increases included in the mid-year raise pool of 2.5% approved by the Board of Regents on December 15, 2006, including the positions reporting to the Board of Regents. The only exceptions shall be the position of President to be approved by the Board of Regents and the Chair of the Department of Elementary Education which shall be approved by the Provost. RESOLUTION TO APPROVE QUALIFIED FINANCIAL INSTITUTIONS AND INVESTMENT BROKERS The Resolution Approving Financial Institutions and Brokers for Investment Transactions was approved as presented in Appendix 2. RESOLUTION TO ACKNOWLEDGE REVIEW OF INVESTMENT POLICY AND STRATEGY The Resolution to Acknowledge Review of the Investment Policy and Strategy was ratified as presented in Appendix 3. HEATING SYSTEM BOILER REPLACEMENT IN HALL 15/18 It was approved that $347,000 be added to the FY07 housing maintenance operation accounts to replace funds spent on an emergency replacement of the heating system -8- boiler in Hall 15/18 and to provide funds for ordinary fiscal year 2007 maintenance operations. The source of funds is auxiliary fund balance. REPAIRS TO RESIDENCE HALL 15/18 PLANT OPERATIONS CHILLER AND COOLING TOWER The university was authorized to make repairs to the chiller and cooling tower in Hall 15/18 be completed at a cost not to exceed $87,000 and that the funds be added to the FY07 housing maintenance operation accounts. The source of funds is auxiliary fund balance. LEASE OF SPACE FOR BANKING SERVICES IN STUDENT CENTER The president was authorized to sign a contract with Commercial Bank of Texas to lease space for the provision of banking services in the Student Center. APPROVAL OF CONTRACT WITH COLLECTIONS SERVICES Authorization was given to award a contract to Williams & Fudge, Inc. for student loans and accounts receivable first referral collection services and Windham Professions, Inc. for second referral collection services to be effective for a five year period with the option to renew for an additional five-year period, subject to administrative approval. The source of funding will be student assessment for delinquent accounts. The President was authorized to sign the contract. BUILDING AND GROUNDS Board Order 07-14 Upon motion by Regent Green, seconded by Regent Thompson, with all members voting aye, it was ordered that the following building and grounds items be approved. ACCEPTANCE OF DEWITT GIFT AND NAMING OF RICHARD AND LUCILLE DEWITT SCHOOL OF NURSING The Board of Regents approved the proposed gift of property from Lucille DeWitt and the late Richard DeWitt (approximately 16.83 acres of land on US Hwy 59N as described in the preliminary plat prepared by Tommy Findeisen, dated December 6, 2006; also known as 5707 North Street property) for use by the university as the primary location of the SFA School of Nursing, contingent upon an appropriate Phase I environmental study, approval by the Texas Higher Education Coordinating Board, and final agreement on deed restrictions. Upon acceptance of the gift and all final approvals, it was approved that the SFA School of Nursing be named the Richard and Lucille DeWitt School of Nursing. The president was authorized to sign any gift related documents and the director of the physical plant was authorized to sign any property related records. -9- APPROVAL FOR NAMING OF BOB AND DOT BANKS BASEBALL STADIUM A gift of $750,000 has been donated to the university by the estate of Robert C. Banks and will be received by December 31, 2007. Authorization was given to name the baseball stadium at Bo Pilgrim Park the "Bob and Dot Banks Baseball Stadium." APPROVAL FOR NAMING OF WOMEN'S BASKETBALL OFFICE SUITE The women's basketball office suite in the William R. Johnson Coliseum was named the "Sue Gunter Basketball Office Suite" and a formal dedication will be held during a women's home basketball game during the 2007-2008 season. REQUEST FOR PROPOSAL - EDUCATION RESEARCH CENTER - ARCHITECT Authorization was given to issue a Request for Proposal for a project architect for the proposed Educational Research Center. Proposals will be reviewed by staff and a recommendation of the top candidates will be made to the Building and Grounds Committee for their consideration at a future meeting. REQUEST FOR PROPOSAL - EDUCATION RESEARCH CENTER ■ CONSTRUCTION MANAGER AT RISK Authorization was given to issue a Request for Proposal for a project Construction Manager at Risk for the proposed Educational Research Center. Proposals will be reviewed by staff and a recommendation of the top candidates will be made to the Building and Grounds Committee for its consideration at a future meeting. AUTHORIZATION FOR DEMOLITION OF BIRD WELL BUILDING Authorization was given to proceed with the solicitation of bids for the demolition of the Birdwell Building, and the president was given the authority to sign the contract in an amount not to exceed $300,000. The source of funds will be from the residual balance in the fiscal year 2002 Tuition Revenue Bonds project account. It was also ordered that the following item be tabled for possible consideration at a future date. PROPOSAL TO COMMISSION "THE LUMBERJACK" BRONZE MONUMENT AND MAOUETTES FROM SCULPTOR MICHAEL BOYETT Sculptor Michael Boyett has proposed that the university commission him to create an exclusive design of'The Lumberjack" the SFASU mascot, as a 12, 18, or 24 foot bronze monument and purchase a series of smaller sculptures (maquettes) for resale. An initial funding commitment of at least $234,918 (depending on the monument size and number of maquettes ordered) would be required to place this commission. A fundraising plan -10- would need to be developed to help defray the cost of this project. The full proposal from Mr. Boyett is included in Appendix 4. It was further ordered that the following item be tabled and brought back to the April, 2007, board meeting after consultation with the executive director of marketing. AUTHORIZATION FOR CAMPUS WAY-FINDING SIGNAGE PROJECT The administration recommends that authorization be given to proceed with the campus way-finding package as presented, at a cost not to exceed $125,000 to be paid from funds previously authorized and set aside by the board of regents for such purpose. UNIVERSITY POLICIES AND PROCEDURES Board Order 07-15 Upon motion by Regent Green, seconded by Regent Grahm, with all members voting aye, the Board of Regents adopted the policy revisions as presented in Appendix 5. REPORTS President Pattillo presented comments on the following topics: • Strategic Plan • Southern Association of Colleges and Schools • Technology • Opening Ceremony for the Student Center on April 22, 2007 Gina Oglesbee, Director of Audit Services, presented a report on the audit plan. Chris Barker, the Faculty Senate chair, reported on the following topics: • Faculty concerns • Faculty Senate Initiatives Brittany Scott, president of the Student Government Association, reported on the following: • Overview of past fall/upcoming spring semester • SFA lighting/parking update • New website/webct Student meal plans • ID validation system • SFA upcoming events -11- APPOINTMENT OF BOARD NOMINATING COMMITTEE Chair Ertz appointed the following nominating committee: Joe Max Green, Chair, Kenneth James, and James Thompson. The meeting was adjourned at 11:20 a.m. -12- Stephen F. Austin State University Schedule of Budget Changes September 1, 2006 to January 5, 2007 Appendix 1 TOTAL 58,533 Appendix 2 BOARD OF REGENTS OF STEPHEN F. AUSTIN STATE UNIVERSITY Nacogdoches, Texas RESOLUTION APPROVING FINANCIAL INSTITUTIONS AND BROKERS FOR INVESTMENT TRANSACTIONS WHEREAS, The Texas Public Funds Investment Act requires the University to submit a resolution approving a list of qualified investment brokers to the governing body of the institution for adoption and/or review; and WHEREAS, the following firms are approved investment brokers: Merrill Lynch, Inc. ING Neuberger Berman Fayez Sarofim & Co. Davis Advisors Lazard Asset Management Franklin Private Client Group, Inc. MLIM L.P. Relative Value NFJ Investment/PIMCO Allianz WHEREAS, the following firms are approved financial institutions: Citizens First Bank Commercial Bank of Texas First Bank and Trust East Texas Bancorp South Fredonia Regions Bank Stone Fort Texas Bank NOW THEREFORE BE IT RESOLVED that the Stephen F. Austin State University Board of Regents, by the issuance of this Resolution, does hereby approve the above listed firms for investment transactions by Stephen F. Austin State University; and BE IT FURTHER RESOLVED that a copy of this resolution be spread upon the minutes of the January 30, 2007 meeting of the Board. Valerie E. Ertz, Chair I James A. Thompson, Secretary Appendix 3 BOARD OF REGENTS OF STEPHEN F. AUSTIN STATE UNIVERSITY Nacogdoches, Texas RESOLUTION TO ACKNOWLEDGE REVIEW OF INVESTMENT POLICY AND STRATEGY WHEREAS, The Texas Public Funds Investment Act requires that each University's investment policy and strategy must be annually reviewed by the governing board of the institution; and WHEREAS, the law also requires the governing body to adopt a written instrument stating that is has reviewed the investment policy and strategy; NOW THEREFORE BE IT RESOLVED that the Stephen F. Austin State University Board of Regents, by the issuance of this Resolution, does hereby approve the investment policy and strategy as reviewed on January 30, 2007; and BE IT FURTHER RESOLVED that a copy of this resolution be spread upon the minutes of the January 30, 2007 meeting of the Board. Attest: Valerie E. Ertz, Chair I James A. Thompson, Secretary Appendix 4 "THE LUMBERJACK" Monument and Maquette Proposals for Stephen F. Austin State University by Michael Boyett . d6u o4(lc/ui ■ j ■ ■ ■ LAN Servers (Central) LAN Servers (Remote) T A XT Client/Workstatio [Operatin Database Manageme Capacity/Sizo/Co nt System XT/A A. 1/ J. \. t tir\4- vulv j Icygo XT/A (XT/ A XT/A 11/ x i WIN95, ns (Central) 1A ^«" a> 1TXUV OVOT U 1 U/ Cliont/Workotatio XT/A ns (Remote) WAN Servers DvrTvT Standalone PC Workstations Internet Sendee Provider Shared Network XT/A Comments/Descript ive Information XT/A r XT/A XT/A XT/A X 1/ X i. 65% PC, 35% Mac XT/A nm TTXJTy v7PrI7v IN/A A Ar%r* 1VXUV WIN31, IN/A OS Vendor IN/A _ XT/A 1 NM V 5 Mao, 15 PC VERIO N/A IXT/A jrrm Source of Authority: President Cross Reference: None P-10 Appendix 5 Responsible for Implementation: President Contact for Revision: Vice President for Business AflmrsDirector, Information Technology Services; Director, Office of Instructional Technology; Dean ofLibraryies Forms for Implementation: None P-ll Appendix 5 Best Value Procurement (C-7) Original Implementation: January, 1988 Last Revision: February 1, 2001 January 30, 2007 PROCUREMENT PROCESSES Stephen F. Austin State University makes purchases, not otherwise delegated through Policy C-10 Delegated Purchasing Authority, on a best value basis through any of the following processes. All procurement processes require Board of Regents approval as per Policy D-20.5 Items Requiring Board of Regents Approval. HUB Subcontracting Plan requirements apply in accordance with University Policy C-16.5 Historically Underutilized Businesses and state law. A. All purchases completed with state funds must first consider making the purchase from Texas Industries for the Blind and Handicapped (TIBH) as mandated by the state Education Code 51.9335 to promote the purchase of goods or services from persons with disabilities. B. Purchases $0 - $5000 are to be negotiated to achieve the best value for the University. C. The University may purchase goods or services through competitive sealed bid procedures with the following limits established for solicitations minimum bidder requirements.^ A justification must be included in the order file if these minimums are not met. a, $0 $5000 Printing Requires 2 bids when using state funds br-$0—$5000 All other products and services—Contract negotiation of best value el. $5000.01 - $24,999.99 - Minimum 3 informal bids required; minimum 50% HUB vendors including one woman-owned and one minority-owned 42. $25,000 $19,999.99 and greater - Minimum 5 formal bids required; minimum 50% HUB vendors including one woman-owned and one minority-owned; Texas Markotplaco Electronic State Business Daily posting required, unless Purchasing determines that no value is added by the posting. e. $50,000 $99,999.99 Minimum 5 formal bids required; minimum 50% HUB vendors including one woman owned and one minority owned; Board of Regents approval required; Texas Marketplace posting required. f. $100,000 and greater—Minimum 5 formal bids required; minimum 50% HUB vendors including one woman owned and one minority owned; HUB Subcontracting Plan required; Board of Regents approval required; Texas Marketplace posting required P-12 Appendix 5 In determining best value for Competitive Sealed Bids, the University shall consider best value factors identified in Education Code 51.9335. D. The University may purchase goody or services through the process established in Government Code, Title 10, Subtitle D, Subchapter C, Section 2156 for the acquisition of goods and sendees by through the competitive sealed proposal process outlined in the Purchasing Department RFP Manual and TBPC Contract Management Guide. competitive sealed proposals shall include an appropriate number of solicitations to be determined by the Purchasing Department, including HUB vendors of any gender and ethnicity when identified as providing the good or service identified. Electronic State Business Daily posting required, unless Purchasing determines that no value is added by the posting. b. $25,000 $49,999.99 Texas Marketplace posting required c. $50,000 $99,999.99 Board of Regents approval required; Texas Marketplace posting required d. $100,000 and greater—HUB Subcontracting Plan required; Board of Regents approval required; Texas Marketplace posting required E. The University may purchase goods or services through the process established in Government Code, Title 10, Subtitle D, Subchapter C, Section Chapter 2157 for the acquisition of automated information systems goods and services by the catalog purchase procedure. Use of this procedure requires the award be made to a Catalog Information Systems Vendor (CISV) as identified by the TBPC. etr$Q—$2000—Contract negotiation of best value b. $2000.01—$24,999.99—Minimum 3 informal price comparisons required; minimum 50% HUB vendors including one woman owned and one minority owned c. $25,000—$49,999.99—Minimum 5 formal price comparisons required; minimum 50% HUB vendors including one woman owned and one minority owned; Texas Marketplace posting required. d. $50,000—$99,999.99—Minimum 5 formal price comparisons required; minimum 50% HUB vendors including one woman owned and one minority owned; Board of Regents approval required; Texas Marketplace posting required. e. $100,000 and greater—Minimum 5 formal price comparisons required; minimum 50% HUB vendors including one woman owned and one minority owned; HUB Subcontracting Plan required; Board of Regents approval required; Texas Marketplace posting required. P-13 Appendix 5 £^$Q—Up—Catalog purchases may bo mado directly from a CISV without prico comparisons when ouch purchase is the boot value available and is in tho state's boat interest. HUB Subcontracting Plan and Board of Regents approval requirements still apply based on the dollar amounts above. F. The University may purchase goods or services through group purchasing programs. a. $50,000 $99,999.99 Board of Rogonts approval required b. $100,000 and greater—HUB Subcontracting Plan required; Board of Regents approval required. The University may purchase goods or sendees through tho open markot procedure established in Government Codo, Title 10, Subtitle D, Subchaptor C, Chapter 2155.082. G. The University may purchase goods or services through State of Texas Term Contracts, State of Texas Multiple Award Schedules, and DIR/Tex-An Contracts. H. The University may purchase goods or services through reverse auctions. /. The University may purchase goods or services through other state agency contracts when such contracts are available and have followed approved purchasing processes. EMERGENCY PURCHASES J. The University may purchase goods or services on Aan emergency EMERGENCY basis. An emergency purchase is defined as the purchase of goods or services that are so badly needed that the agency will suffer financial or operational damage if they are not secured immediately. A procurement may be declared an emergency at the buyer's discretion in consultation with the end user and upon approval by the Director of Purchasing. Declaration of an emergency supercedes all other best value procurement rules. The University will attempt to obtain bids, price comparisons or proposals when sufficient time exists by utilizing the most effective procurement process, including the Electronic State Business Daily, when value is added by using such processes. a. $5000.01 and greater—obtain bids, price comparisons or proposals whon sufficient time exists utilizing the most effective procurement process. b. $25,000 and greater—Texas Marketplace posting required if bids, prico comparisons or proposals are solicited as noted above and if the buyer determines that valuo would bo added by utilizing the Texas Marketplace. P-14 Appendix 5 EXEMPT PURCHASES The following purchases are exempt from best value procurement processes. Submission of a purchase requisition, purchase voucher, or aad-other rules may apply. (1) Classified Advertising (2) Hotels and Conference Rooms (3) Conference Expense; expenses related to conference room services such as audio/visual/network and food services, (does not include goods purchased for attendees or transportation services.) (4) Moving Expenses (employee) — See Policy C-21 Moving Expenses (5) Student Travel; expenses related to student travel (6) Library materials for Stephen F. Austin State University Libraries, in accordance with Gov't Code 2155.139, when such exemption represents the best value to the University (7) Membership fees and dues (8) Newspaper and magazine subscriptions, books, videos and software direct from the publisher (9) Freight (10) Intra-agency payments (11) Rental of exhibit space; i.e., booths for display purposes (12) Items for resale (13) Internal Repairs (14) Purchases from Federal agencies (15) Utilities, other than electricity for which SFA chose to opt into deregulation (16) Goods and services for the Early Childhood Lab, Beef Farm, Poultry Farm, Broiler Houses, and Swine Farm when the purchase directly affects operations and such exemption represents the best value to the University (17) Group Travel; expenses related to group travel when such group travel includes non-University persons and is funded by payment from individual travelers; i.e., Art Tour P-15 Appendix 5 (18) Prizes and Award for students, employees and non-University individuals (19) Accreditation Fees (20) Tournament Fees or Game Guarantees (21) Licensing Fees or Permits (22) Employee Registration or Tuition BEST VALUE DETERMINATION In determining best value for all procurement processes except Catalog Purchase Procedure, the University shall consider best value factors identified in Education Code 51.9335. In determining best value for Catalog Purchase Procedures, tho University shalll consider best value factors identified in Government Code 2157.003. COMPETITIVE SEALED BID SUBMISSION, BID OPENING, AND TABULATION Bid Submission (1) Prospective bidders may request specific bid invitations from the Purchasing Department at any time prior to the bid opening; (2) A bidder may withdraw its bid by written request at any time prior to the bid opening date and hour; (3) A bid received after the time and date established by the bid invitation is a late bid and will not be considered; (4) A bid received which does not contain adequate bid identification information on the outside of the envelope will be opened to obtain such information and will then be processed as any other bid. If the incorrect information on the envelope causes the bid not to be considered in making an award, the bid will be considered invalid and rejected; (5) Bids may be submitted by telefacsimile (fax). The telephone number for fax bid submission will be identified in the solicitation; no other number may be used for bid submission. Bids submitted by fax need not be confirmed in writing, but must comply with all legal requirements applicable to formal bids. If all or any portion of a bid submitted by fax is received late, is illegible, or is otherwise rendered non-responsive due to equipment failure or operator error, the bid or the applicable portion of the bid will not be considered. The university shall not be liable for equipment failure or operator error, P-16 Appendix 5 nor will such failure or error require other bids to be rejected or the bid invitation to be re-advertised. (6) An unsigned bid is not valid and will be disqualified; (7) A bidder or department may request, in person at the bid opening, that bids be read aloud. No bid shall be required to be read aloud at any time other than during regular working hours and days; (8) When formal bids are required, bids may not be taken or accepted by telephone; (9) If an error is discovered in a bid invitation, or agency departmental requirements change prior to the opening of a bid, the Purchasing Department will transmit an addendum correcting or changing the specifications to all bidders originally listed on the transmission list for that bid invitation. Bids will not be rejected for failure to return the addendum with the bid, unless otherwise noted, if the receipt of the addendum is acknowledged on the face of the bid. Bid opening and tabulation. (1) All bid openings conducted by the Purchasing Department shall be open to the public. (2) Bid opening dates may be changed and bid openings rescheduled if bidders are properly notified in advance of the opening date. (3) If a bid opening is canceled, all bids which are being held for opening will be returned to the bidders. (4) All bid tabulation files are available for public inspection. Bid tabulations may be reviewed by any interested person during regular working hours at the offices of the Purchasing Department. Employees of the university are not required to give bid tabulation information by telephone. Source of Authority; Texas Education Code, Chapter 51.9335; President; Vice President for Business Affairs Cross References: Policy D-20.5 Items Requiring Board of Regents Approval; Policy C- 16.5 Historically Underutilized Businesses; Policy C-10 Delegated Purchasing Authority Responsible for Implementation: Vice President for Finance and Administration Contact for Revision: Director of Purchasing and Inventory///C/5 Coordinator Forms: Ne&ePurchase Requisition, Purchase Voucher P-17 Appendix 5 Telephone Communication Services (F-29) Original Implementation: December 8, 1987 Last Revision: February 1, lOO^January 30, 2007 Information Technology Services (Telecommunications and Networking) is responsible for the administration of University telephone communication services. These services consist of the installation, maintenance, and operation of the University owned telephone switch, connective infrastructure, associated services, cellular services, and all outside telephone lines connecting to SFA locations and billing. All telephone services exist primarily for the daily conduct and transaction of official University business (except for student dorm telephones and campus pay phones). Personal local calls may be made but should be minimized. Personal toll calls must be charged to home telephones, personal telephone calling cards, or reimbursedmeat to the department. Reimbursements for personal calls on a University cellular telephone should be coordinated with the department head (or account custodian). It is the responsibility of the department head (or account custodian) to review all telephone bills to ensure compliance with the usage policy. All charges for telephone services, including campus telephone lines, 800 numbers, long distance calls (long distance access codes), and cellular telephones remain the responsibility of the department head (or account custodian) until written notification is received by the Assistant Director of Telecommunications and Networking for their discontinuance. EQUIPMENT INSTALLATION/RELOCATION/ALTERATION and REPAIR Requests for installation, relocation, alteration, or repair of telephone equipment should be submitted to the University Switchboard Operator by dialing 0, or to the Help Desk at extension 1212 or via the web at https://forms.sfasu.edu/its/computer_help.html. The request must include the service requested or the nature of the problem, telephone number of the affected equipment, building and room number, department account number, and telephone number and name of a contact person. A work order will be issued, and upon completion, the account will be charged by IDT if appropriate. LONG DISTANCE ACCESS CODE Requests for long distance access codes should be submitted from the department head (or account custodian) to the Assistant Director of Telecommunications and Networking. The request should include the requesting individual's name, social security numberCampus ID number, and department account number. Requests for multiple long distance access codes (for charging to more than one account number) may be included on a single memorandum. However, full information must be provided for each access code requested. P-18 Appendix 5 CELLULAR TELEPHONE SERVICE Requests for all cellular telephone services (including Blackberry, PDA data services, etc.) should be submitted by using the appropriate form from the department head (or account custodian) to the President of the University. The form is available from Telecommunications and Networking (extension 6626). The request must include the name of the primary user (or responsible person), department account number, type of cellular telephone desired, and extra equipment (spare battery, charger, carrying case, cigarette lighter connection, etc.). The department account will be charged by IDT for initial telephone equipment acquisition, and subsequent monthly usage charges. Due to the nature of cellular telephone equipment and usage areas, it is strongly recommended that telephone contact with Telecommunications and Networking (extension 6626) be conductedcontacted -prior to request submission. 800 TELEPHONE NUMBERS Requests for 800 telephone numbers should be submitted from the department head (or account custodian) to the Assistant Director of Telecommunications and Networking. The memorandum must include the purpose of the 800 service, department account number, existing telephone number (ring extension) where the 800 number will ring, directory listing information (if appropriate), and name and telephone number of a contact person. A work request will be initiated for the requested 800 service. A lead time of approximately four (4) weeks is required. The department account will be charged by IDT for initial installation charges (if appropriate), and subsequent monthly usage charges. Discontinuance of the 800 service or changes to the ring extension require a memorandum from the department head (or account custodian) to the Assistant Director of Telecommunications and Networking. Source of Authority: President Cross Reference: None Responsible for Implementation: Vice President for Finance and Administration Contact for Revision: Assistant Director of Telecommunications and Networking Forms: Cellular Request Fortem (available from Telecommunications and Networking) P-19 Appendix 5 Computer Equipment Purchases (C-8) Original Implementation: December 8, 1987 Last Revision: February, 200